Michigan Online Staff Pool List Training

1. Michigan Online Staff Pool List Training May 2010

2. Agenda • Description of Staff Pools • Targeted Case Management Staff Requirements and Activities • Personal Care Services Staff Requirements and Activities • Important Reminders regarding the Staff Pool • New SPL Process • Quarterly SPL Updates • Accessing your SPL • Viewing your SPL • Updating your SPL • Certifying your SPL—LEAs • Certifying your SPL—ISDs • Contacts

3. Staff Pool List Descriptions • AOP Only Staff Pool – Eligible providers include: • Administrators • Counselors • Early Identification/Intervention Personnel • Physician Assistants • Program Specialists • Teacher Consultants • Teachers of Speech and Language Impairments (without their American Speech-Language-Hearing Association Certificate of Clinical Competence) • School Psychologists (certified by the Michigan Department of Education but without Michigan licensure) • School Social Workers (certified by the Michigan Department of Education but without Michigan licensure)

4. Staff Pool List Descriptions (cont.) • AOP and FFS/Direct Medical Services Staff Pool – Eligible providers include: • American Speech-Language-Hearing Association (ASHA) certified Speech Language Pathologists (Includes a Teacher of Students with Language Impairments under the direction of an ASHA certified SLP or audiologist) • Audiologists • Counselors • Licensed Practical Nurses (LPNs) and Registered Nurses (RNs) • Occupational Therapists (OTR) and Occupational Therapist Assistants (COTA) • Orientation and Mobility Specialists (Academy for Certification of Vision Rehabilitation and Education Professionals certified) • Licensed Physical Therapists (LPT) and Physical Therapist Assistants (PTA) • Physicians and Psychiatrists • Psychologists – State Licensed, supervised Limited-Licensed, or supervised Temporary Limited-Licensed • Social Workers – State Licensed or supervised Limited-Licensed • Speech Language Pathologists – ASHA CCC or supervised non-ASHA CCC SLP or supervised Teacher of Speech and Language Impaired (TSLIs)

5. Targeted Case Management Staff Requirements • Case Manager - to qualify the individual needs to meet one of the following criteria: • RN with a Michigan license • Bachelor Degree with a major in a specific special education area • Earned credit in course work equivalent to the above mentioned degree • Minimum of three years personal experience in the direct care of individuals with special needs Case Managers must also have knowledge of all of the following: • Services to infants and toddlers who are eligible under IDEA law as appropriate • Part C of the IDEA law and associated regulations • Nature and scope of services under IDEA, as well as systems of payments for services and other pertinent information • Provisions of direct care services to individuals with special needs • Provisions of culturally competent services within the community being served

6. Case Management Activity Examples • Assuring that standard re-examination and follow-up of the beneficiary are conducted on a periodic basis to ensure that the beneficiary receives needed diagnosis and treatment • Assisting families in identifying and choosing the most appropriate providers of care and services, scheduling appointments, and helping families to maintain contact with providers • Follow-up to ensure that the beneficiary receives needed diagnostic and treatment services • Assuring that case records are maintained and indicate all contacts with, or on behalf of, a beneficiary in the same manner as other covered services • Coordinating school based services and treatment with parents and the child • Monitoring and recommending a plan of action • Coordinating performance of evaluations, assessments and other services that the beneficiary needs • Facilitation/participation in development, review, modification, and evaluation of the multi-disciplinary team treatment plan • Activities that support linking and coordinating needed health services for the beneficiary • Provide summary of provider, parent and student health and behavioral consultation • Coordinating with staff/health professionals to establish continuum of health and behavioral services in the school setting

7. The Five Core Elements of Case Management • Assessment and periodic reassessment • Development (and periodic revision) of a specific care plan • Referral and related activities • Monitoring • Follow-Up

8. Personal Care Services • Personal care services are a range of human assistance services provided to persons with disabilities and chronic conditions, which enables them to accomplish tasks that they would normally do for themselves if they did not have a disability. Assistance may be in the form of hands on assistance or cuing so that the person performs the task by him/her self. • Personal Care Services must be medically necessary and the need for the service documented in the IEP/IFSP. Each Child’s school clinical record must contain a completed, signed and dated monthly activity checklist. • In accordance with 42 CFR 440.167, authorization for Personal Care Services (PCS) may be done by a physician or “other licensed practitioner” operating within the scope of their practice. The state definition of “other licensed practitioner” consists of Registered Nurse (RN), Registered and Certified Occupational Therapist (OT), Licensed Physical Therapist (LPT), Master of Social Worker (MSW), or ASHA-CCC Speech Language Pathologist (SLP). It is expected that personal care services will be authorized by the appropriate practitioners.

9. Personal Care Service (cont.) • Personal Care Services may be provided when: • The service is medically necessary • The service categories are documented in the IEP/IFSP. The treatment plan should contain the details of the service, frequency and duration and can either be part of the IEP/IFSP or an attached document or the treatment authorization. • The service is authorized at least annually by a Physician, or other licensed practitioner as stated in policy, in accordance with an individual plan of services • Personal Care Services are not covered if they are: • Provided by a family member. A family member is described by the Centers for Medicare & Medicaid services (CMS) to be “legally responsible relatives” ; thus, spouses of beneficiaries and parents of minor beneficiaries (including stepparents who are legally responsible for minor children). • Not documented in the IEP/IFSP • Educational in focus, such as tutoring, preparation or educational materials or Braille interpretation. • Performed as a group service; however, one or more students may be served one at a time sequentially.

10. Eating/Feeding Respiratory Assistance Toileting Grooming Dressing Transferring Ambulation Personal Hygiene Mobility/Positioning Meal Preparation Skin Care Bathing Maintaining continence Assistance with self administered medication Redirection and intervention for behavior Health related functions through hands-on assistance, supervision and cueing Personal Care Service Activity Examples

11. Important Reminders Regarding the Staff Pool List • Medicaid eligibility of a student should not be a factor in determining if a provider can be part of the staff pool list • Provider must be a qualified provider for the service and the service must be documented in an IEP/IFSP • Service must be medically necessary and must be documented in an IEP/IFSP • If a provider is not currently billing due to not having any Medicaid eligible students on their caseload, they are still eligible to be part of the staff pool list • Do not include any providers who are 100% federally funded in any of the cost pools (ARRA funds are federal funds; do not include staff funded with 100% ARRA funds) • Only include staff that perform the tasks related to the staff pool as a normal part of their daily job • Staff must be included in a staff pool list in order for costs to be included in a cost pool and likewise if costs are included, the staff must have been included in the time study

12. Important Reminders Regarding the Staff Pool List (cont.) • Providers must be in compliance with all Medical Assistance Fee-For-Service School Based Services program policy • Examples of non-compliance include: • A provider of services who intentionally never submits procedure specific claims • An ISD/LEA or Provider who as a standard practice never includes the service in an IEP/IFSP • A provider who is not appropriately credentialed or supervised • A provider who is not listed in the Provider Manual as a qualified provider

13. Important Reminders Regarding the Staff Pool List (cont.) • Provider Credentials are an essential part of allowing a Provider to be included on the Direct Service staff pool list • Psychologist – Must have Full State Licensure or have a limited license or temporary limited license under the supervision of a licensed psychologist in order to be included on the Direct Service staff pool list • Social Worker - Must have Masters degree and State Licensure or have a limited license under the supervision of a licensed masters degree social worker to be included on the Direct Service staff pool list • Psychologist and Social Workers who do not meet the above criteria may be included on the AOP staff pool list if they perform outreach services as part of their regular job duties

14. Important Reminders Regarding the Staff Pool List (cont.) • Teacher of the Speech and Language Impairments – Must have their ASHA CCC to be included on the Direct Service staff pool list or be Supervised by an ASHA CCC Speech Language Pathologist • Teacher of the Speech and Language Impairments who do not meet the above criteria may be included on the AOP staff pool list if they perform outreach services as part of the regular job duties

15. New Staff Pool List Process • The creation of the Staff Pool List is the first step in the random moment time study and cost allocation process for all school-based services. An accurate list allows you to claim the costs for the people on the list each quarter. • The State of Michigan is moving to an online reporting process for Staff Pool Lists beginning with the July – September 2010 Quarter. • You will now update your Staff Pool List and certify it through the RMTS website. • Benefits of an Online Process • Reduces human error by eliminating copying and pasting on spreadsheets • Eases coordination of Staff Pool List collection between LEAs and ISDs • More efficient and easier process for adding, deleting, and changing staff

16. Quarterly Staff Pool List Updates • Staff can only be added during the open period prior to the quarter. No one can be added to the Staff Pool List once it has been submitted and the sample for that quarter has been generated. • Do not inactivate or activate a new staff member at any time throughout the quarter. You can only perform activations and in-activations during the time which you are allotted (the four-week period that you are provided to update your Staff Pool List prior to the start of the new quarter). • After all staff pool lists have been certified and quality checks completed, PCG will generate the statewide Random Moment Time Study (RMTS) Sample for that quarter. Once the sample is drawn, no updates will be able to be made to the participant list for that sampled quarter. • Staff Pool List Certifications for the July - September 2010 quarter are due no later than Friday, June 11, 2010, certified by the ISDs. • LEAs may have an earlier deadline and should check with their ISD for internal procedures and deadlines. • Beginning with the October-December 2010 quarter, information regarding deadlines and availability to update staff will be disseminated through the ISD rather than PCG

17. Accessing your Staff Pool List • Go to: https://easyrmts.pcgus.com/rmtsv2 • Enter your User Name and Password. • NOTE: Usernames are case sensitive. Enter the name exactly as it was given to you, using capital and lowercase letters where designated. • Click Login.

18. Accessing your Staff Pool List (Excel) • Active Participant List • This report can be generated at the beginning of your updates and after certification for record keeping purposes. • This report is optional and can be used for those who like to export or print out this information • Click Reports after logging into the site 1. Select the district or All from the dropdown menu 2. Select the time period from the drop down menu 3. Click the “Sample Participants History” Link to generate report

19. Accessing your Staff Pool List (cont.) • Click Select next to the staff pool you wish to enter. • In order to navigate between pools, you must use the home button located in the upper left corner

20. Accessing your Staff Pool List (cont.) • You will see three tabs: Moments, Staff Pool and Reports • Click on Staff Pool

21. Viewing your Staff Pool List • Options for Viewing your Staff Pool List • View all the providers in the cost pool by clicking ALL, located to the right of “Z” • View by School (ISDs only) • View by Job Category • View by clicking on the first letter of the provider’s last name

22. Viewing your Staff Pool List (cont.) • Once you click on a letter or on ALL, the records matching your search criteria will appear. •  There are four things you may do using this screen. • Edit a provider’s information • Inactivate a provider • Reactivate a provider • Add a new provider

23. Modifying a Provider’s Information To Edit a Provider’s Information: • Locate the row with the provider’s name and click on Edit located on the right side of the screen.

24. Modifying a Provider’s Information (cont.) • This will bring up a provider’s information. Make all necessary modifications to this screen by clicking in the text boxes or by using the drop down menus by clicking on the downward arrows. • Fields with a red asterisk (*) on the participant screen are required: • Participant belongs to (District), First Name, Last Name, Job Code, Job Title, and Email. • Only ISD Level Contacts will be able to select the district • Once all necessary changes have been made, click on the Update button located at the bottom of the screen. This will save the changed information and the system will then return you to the Select Participant screen.

25. Modifying a Provider’s Information (cont.) • A message will appear at the top of the screen stating that the Staff Pool information has been Updated successfully.

26. Inactivating a Provider from your Staff Pool List To Inactivate a Participant: • From this screen, you may also inactivate a participant by clicking in the check box located to the right of the Edit button and then clicking on the Inactivate button located under the box containing the participant names.

27. Reactivating a Provider to your Staff Pool List To Activate a Participant: • Change the Status from Active to Inactive by clicking in the Inactive radio button located towards the top of the screen. Then click on the first letter of the provider’s last name. This will pull up all records that match this criterion. Click in the check box located to the right of the Edit button and then click the Activate button located under the box containing the participant names.

28. Adding a Provider to your Staff Pool List To Add a New Provider: • Click on the Add New button located underneath the results box.

29. Adding a Provider to your Staff Pool List (cont.) • Complete at least the required fields with the red asterisk (*) • Once all required information has been entered in the text boxes, click the Add button.

30. Adding a Provider to your Staff Pool List (cont.) • A message will appear at the top of the screen stating that the Staff Pool information has been Added successfully.

31. Adding a Vacancy • Important Note: • In order to be able to claim costs for a staff person that has yet to be hired, but will be during the course of the quarter, add a place holder using a vacancy. Be sure each vacancy has a unique entry in the system. • First Name: Vacancy (Job Title) • Last Name: LEA • For example: • First Name: Vacancy—Speech Pathologist • Last Name: Battle Creek School District

32. Long Term Sub • Long Term Subs must be added to the Staff Pool List in order for their costs to be claimed for that quarter, they have to have been employed in the position for a minimum of 30 days • Add a Long Term Sub’s name in parenthesis to the permanent participant's name • Example: Joan (Ben) Smith (Johnson) • The Long Term Sub will complete the moment if the permanent participant is selected for one or more during the quarter • Contact PCG if a long term sub, employed for at least 30 days of the quarter, needs to be added once the Staff Pool List updating period is closed and the sample has been generated. PCG must add the sub in that case.

33. Changing Client Roles • Important Note: • To move a staff member from one Client Role to another (meaning you are changing the staff member from one staff pool to another), you must Inactivate the staff member in the current Client Role and then go into the new Client Role and Add the staff member to the new Client Role (re-entering their information in the system) • For example, if you have a Psychologist in the system under Direct Service as a Psychologist (DS), but she is not licensed per the requirements for this client role, you need to Inactivate the Participant in the DS client role. Then log into the AOP client role, and Add New. Add the staff member like you would a new staff member into the AOP client role with the Psychologist (AOP) job code.

34. Certifying your Staff Pool List—LEAs • Click on Staff Pool • Select the Location and appropriate Period (Note: You can select any pool from the home screen to certify one or all of the pools) • Click Certify to certify your Staff Pool List data • You must Certify your data in all four client roles, or you can certify all at once by clicking the check box next to ALL

35. Certifying your Staff Pool Lists—LEAs (cont.) • Click View Certified/Uncertified Locations (Available for LEA contacts only) • Be sure that all locations have been certified indicating that your submitted SPL data is correct.

36. Certifying your Staff Pool List—ISDs • ISD Contacts will be the final authority and certify for their entire ISD after the LEAs have made their updates • ISD Contacts will be able to run a report that shows the status of their LEAs’ certifications • From the Home screen click on Reports. Then click on School Certification Results.

37. Certifying your Staff Pool List (ISDs) (cont.) • The Excel document can be filtered by: • Cost Pool • School (LEA) • Certified Status

38. Certifying your Staff Pool List—ISDs (cont.) • Once ISDs verify that all LEAs have certified and have made updates to any staff on the ISD Staff Pool List, certify your data • IMPORTANT!: ISDs should only certify when the entire SPL for the ISD is ready for submission to PCG. ISDs are not able to certify any LEAs or staff in the ISD as an LEA. • There is a separate role available for those ISDs that would like to have a different person update and certify only the ISD staff than the person certifying for the ISD and all of its LEAs

39. Certifying your Staff Pool List—ISDs • Click on Staff Pool • Select the Location and appropriate Period • Click Certify to certify your Staff Pool List data • You must Certify your data in all four Client Roles, or you can certify all at once by clicking the check box next to ALL

40. Certifying Your Staff Pool List (Excel) • ISDs and LEAs can generate a report that displays certified participants • This report can be generated at the beginning of your updates and after certification for record keeping purposes. • This report is optional and can be used for those who like to export or print out this information • Click Reports after logging into the site 1. Select the district or All from the dropdown menu 2. Select the time period from the drop down menu 3. Click the “Sample Participants History” Link to generate report

41. Post Certification adding email addresses—ISDs only • ISDs now have the ability to add or change email addresses for all participants in their LEAs at any time during the quarter • Select “Staff Pool” once logged into the site • Search for the participant needing the update • Select “edit” next to their name • Make the change to their email address • Click on “update” to save the change • LEAs needing email changes should contact their ISD • PCG will no longer be updating email addresses in the RMTS site, this must be done by the ISDs or by the LEAs during the open updating SPL period • Please remember that it is not possible to add/delete/edit participants to a participant list for which the sample has already been drawn, you can only make changes in the email address. Changes to job title, name, etc. will go into affect with the drawing of the sample in the next quarter

42. Contacts